Standard operating procedures (SOP)

    • What are standard operating procedures?

    • The key components of a standard operating procedure

    • Tips for writing an SOP

    • What is business process management?

    • The types of standard operating procedures

What are standard operating procedures?

Standard operating procedures (SOP) are written instructions describing how to perform a specific task or activity within an organisation. They are key to ensuring tasks are completed efficiently, safely, and consistently. It is not just about establishing the routine process but setting the standard of which tasks or activities should be completed and providing the guidelines for doing so.

Why do you need an SOP?

SOPs help employees across the entire organisation understand how to perform jobs safely, confidently, and consistently. It is often found that knowledge tends to sit with one person and can only be picked up by someone with extensive training. SOPs are a timely way to share this knowledge with others in the organisation while establishing and setting a standard for the job.

Here are a few reasons you may need an SOP:

  • To train a new employee

  • To set a standard for how work is carried out

  • To meet production requirements

  • To ensure compliance standards are met

  • To adhere to a schedule

Key components of an SOP

There are standard operating procedures for all industries, departments, and activities so what this looks like will differ depending on the need.

Here are some key components of an SOP:

  • Title - Should clearly and concisely refer to the procedure being described. It should also include the document number and version.

  • Table of Contents - List of the subsections to be covered in the SOP.

  • Purpose and Scope - An overview explaining the objectives and purpose of the procedure

  • Responsibilities - Identifying the roles and responsibilities of all personnel involved with executing the procedure or process.

  • Material and Equipment - Listing all the relevant materials and equipment required.

  • Step-by-Step Procedure - This is the core of any SOP and details the step-by-step process required to complete the task or activity including any critical steps, precautions, or prerequisites. It should incorporate numbered lists or flow charts to help with understanding.

  • Supporting Documents - Any supporting documentation, guidelines, or regulatory standards that are needed to understand and effectively execute the procedure.

  • Revision History - Recording the changes made to a procedure and justification for any updates to the procedure.

  • Approvals - Usually found on the cover or back page of an SOP with management signatures verifying and approving the SOP.

Writing an SOP

Standard operating procedures are generally written by the person who is performing the task at hand as they are most equipped on how to complete the task efficiently. Ideally, you want management and training staff also involved with the process to ensure all bases are covered. Effective SOPs are brief and clearly explain the steps, resources, and risks involved with completing a specific task or activity.

Follow our step-by-step guide to writing an effective SOP

  • It is best to start with a list of all business processes and consider what specific tasks need to be standardised and why. Determine who is best responsible for writing the SOP. 

  • Depending on the complexity of the task, there might be a better way to format your SOP. If your company already has SOPs in place refer to these to follow the preferred formatting guidelines. The three formats for SOPs are:

    • Simple Steps - Best used for straightforward tasks with low complexity to complete and is usually written as bulleted/numbered lists with short simple instructions

    • Hierarchical Steps - More formal and suitable for procedures with various steps that involve decision-making. Written as bulleted/numbered lists followed by a set of specific substeps.

    • Flowchart Diagram - Useful for procedures that have a wide scope of various outcomes.

  • Set a meeting with relevant staff members for the procedure and gather as much information on the task as possible. Identify the day-to-day experience of executing the task plus any challenges, strengths and weaknesses, or habits. 

  • Clearly outline what the SOP will cover, who it's for, and what it aims to achieve. Whether it's for safety, quality, or efficiency, having clear goals is key. 

  • Sometimes a procedure or other roles might be affected by the task at hand. Be sure to note down all affected parties, tasks, and departments.

  • Develop the first draft SOP in the selected format. Walk through the procedure from start to finish noting down the step-by-step process and incorporating the key components listed earlier. 

    • Include any materials or equipment that is necessary to complete the task.

    • Discuss any decisions that need to be made, safety considerations, quality measures, and any other ‘what if’ scenarios.

    • Be practical and as thorough as possible, don't assume what the end user will know.

  • SOPs are generally text-heavy and boring that no one wants to read. Where appropriate make use of diagrams, flowcharts, images, or screenshots as it will assist with further understanding the process.

  • Have appropriate staff test and review the SOP. Having extra insight will determine if the information in the SOP is too much or not enough. Ideally, the end user should test and review it also. Consider your objective of the SOP, have you achieved this? 

  • The relevant management staff or CEO should review and sign off all SOPs. 

  • Treat SOPs as a living document that will evolve as the company grows and changes. Refine and update the SOP as required to maintain accuracy and consistency. Note down any updates and the reasons for the change.

Tips for writing an SOP

When writing a standard operating procedure, considering the end user and writing from a practical perspective is important. Here are a few tips to consider when writing an SOP.

  • Write Clear and Concise - Keep sentences short and use simple language. Avoid complication by using technical terms or jargon when a simple term can communicate the same idea.

  • Use Action-Orientated Words - Simple verbs such as “identify”, direct, and evaluate get the point/action across without requiring interpretation.

  • Avoid Ambiguity - Be specific about the wording used. Words like “typical” or “may” can leave the interpretation for the user which may result in inconsistencies. If something is mandatory use words like “must” or “should”.

  • Structured Formatting - SOPs are created to be read and followed. Consider the flow and format of the document. Use visual graphics to help with readability and understanding. 

  • Remember the End-User - Write in the perspective of the end user. Be practical about the information in the SOP and assume that the end user knows nothing about the process. 

  • Use Job Titles - Refrain from using people's names. 

  • Periodic Reviewing - To ensure SOPs are up to date and relevant it is best practice to review the SOP every six to twelve months. This will also aid in the regular identification of areas for improvement. 

  • Make it Accessible - Having the SOPs available in a centralised location will ensure that everyone follows the same SOP.

What is business process management?

Business process management (BPM) is the structured approach to improving and optimising business processes.  As your business grows and expands so do the number of business processes and managing these become crucial for success. 

The BPM lifecycle generally moves through five phases:

  1. Designing - creating the process or SOP

  2. Modelling - testing the process or SOP in different scenarios

  3. Executing - implementing the process and necessary improvements

  4. Monitoring - monitor the improvements

  5. Optimising - optimise/improve the process or SOP on an ongoing basis.

Business process management is a continuous process that will result in improved business outcomes. With BPM you can evaluate the process, find ways to automate the process, reduce costs, and mitigate any errors or risks. Not only does it contribute to the efficiency, consistency, and effectiveness of the process but gives credibility to the process. 

Types of SOP

There can be an SOP for almost every business process within every department and project. Here are some examples below:

Health & Safety

Focus on providing and maintaining a work environment without risk to health and safety.

  • Evacuation Procedure

  • Emergency Procedure

  • On-site Induction Procedure

  • Reporting Hazards

  • Reporting an injury or accident on-site

Technology

Focus on the management of computer systems and safeguarding data and information.

  • Equipment Maintenance or Request Procedure

  • Backup and Recovery Procedure

  • Printer Guidelines

  • Security Breach Procedure

Site Operations

Focus on overseeing the construction operations of the project site.

  • Site Access Procedure

  • Emergency & Evacuation Procedure

  • Reporting Incidents & Hazards

Human Resources

Focus on managing and developing the employees of the business.

  • Recruiting Procedure

  • Onboarding Procedure

  • Training Procedure

  • Performance Review Procedure

  • Offboarding Procedure

Product/Service Delivery

Focus on providing an exceptional service or product to customers.

  • Customer Service Framework

  • Service Delivery Procedure

  • Order Processing

  • Delivery Logistics Procedure

Project Management

Focus on completing the objectives of the project with a limited set of resources.

  • Change Order Procedure

  • Tracking Performance Procedure

  • Plant & Equipment Maintenance

Finance & Accounting

Focus on recording, managing, and analysing business money and transactions.

  • Invoicing, Billing, and Sales Procedure

  • Handling Late Payments Procedure

  • Coding & Posting & Paying Invoices

  • Bank Reconciliation Procedure

  • Credit Approval Procedure

Contract Administration

Focus on the day-to-day management and formal governance of the project contract.

  • Contract Approval and Sign-off Procedure

  • Managing Relations and Conflict Procedure

  • Termination Procedure

Quality Control and Assurance

Focus on ensuring the project deliverables are meeting quality standards.

  • Risk Identification Procedure

  • Inspections Procedure

  • Handling Hazardous Materials 

  • Testing & Calibration of Equipment

Marketing

Focus on developing, promoting, distributing, and selling a product or service to customers.

  • Sales & Marketing Procedure

  • Social Media Guidelines

  • Updating Website Procedure

  • Branding Guidelines

  • External Emailing Procedures

Construction Processes

Focus on the set of steps, phases, or stages necessary to complete the project.

  • Installation of Equipment

  • Working at Heights Procedure

  • Stormwater Pollution Prevention

Want to get started on your Standard Operating Procedures now?

See our Standard Operating Procedure Template here.